Orchestra concert checklist: plan every detail

An orchestra concert depends on more than confirming the musicians and booking a hall. You also need a rehearsal room, a workable stage layout, sorted sheet music, audience seating, technical equipment and clear volunteer roles. Start with the date, programme and venue, then work towards ticketing, production and hospitality. This checklist helps you keep those steps in the right order and highlights details that are often left until the final week.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set concert date and program
2 people
Confirm orchestra members
2 people
Reserve the venue and room layout
2 people
Reserve rehearsal space
Send invitations
2 people
Open ticket sales
Publish concert online
Process registrations
2 people
Collect dietary requirements
Compile the program booklet
2 people
Print program booklets
2 people
Check sheet music
3 people
Sort sheet music
3 people
Work out the orchestra setup
2 people
Assign volunteers
2 people
Brief the audience hosts
2 people
Calculate catering quantities
2 people
Order drinks and groceries
Coordinate program with the conductor
2 people
Check technical supplies
2 people
Check emergency exits
2 people
Check venue accessibility
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people

Event

Pick up venue keys
Open hall
2 people
Check the stage floor
2 people
Place chairs for the orchestra
4 people
Set up audience seating
4 people
Set up music stands
3 people
Prepare sheet music
3 people
Connect reading lamps
2 people
Set up microphones
2 people
Test sound level
2 people
Set up lighting
2 people
Set up catering table
3 people
Lay out program booklets
2 people
Set up the cloakroom
2 people
Signpost the entrance
2 people
Welcome the orchestra
2 people
Unload instruments
4 people
Set up instruments
5 people
Tune up the orchestra
20 people
Set up ticket control
2 people
Welcome the audience
4 people
Hand out program booklets
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Announce the concert
Serve break catering
4 people
Guide the audience back to the hall
3 people
Guide the audience afterward
3 people
Thank and Escort the Orchestra
2 people
Pack up instruments
5 people
Load instruments
4 people

Aftercare

Collect tableware
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Put chairs and tables back
4 people
Switch off equipment
2 people
Remove decorations
2 people
Clear the cloakroom
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Collect lost and found items
Lock up the venue
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Orchestra chairsqty 32
Audience chairsqty 140
Tablesqty 8
Foldable tablesqty 2
Coat racksqty 3
Stoolsqty 4
Clothes hangersqty 160
Coat racksqty 3

Equipment

Music standsqty 28
Lectern lampsqty 16
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Piano stool
Laptop
Printer
Walkie-talkiesqty 6
Flashlightsqty 4
First aid kit
Fire extinguisherqty 2
Piano bench
Music foldersqty 35
Pencilsqty 40
Eraserqty 10
Clipboardsqty 6

Lighting

Stage lightsqty 6
LED work lightsqty 4
Light standsqty 4

Tableware

Coffee cupsqty 140
Glassesqty 160
Water carafesqty 12
Platesqty 160
Cutlery setsqty 160
Serving traysqty 8
Coffee potsqty 4
Milk jugsqty 8
Sugar bowlsqty 8
Small bowlsqty 16

Kitchen

Kettlesqty 3
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Storage binsqty 12
Serving tongsqty 8
Coolersqty 6
Ice containersqty 4
Thermos cupsqty 20

Decorations

Tableclothsqty 10
Stage backdrop
Flower arrangementsqty 6
Directional signsqty 8
Cloakroom numbersqty 150
Table lampsqty 8
Cable matsqty 12

Catering

Groceries

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 6
Waste binsqty 8

Tips

Confirm the concert date, programme and orchestra members before opening ticket sales. Allow at least 2–3 weeks between the final programme approval and the concert so the programme booklet, sheet music and online information can be checked.
Reserve both the concert venue and a rehearsal room early. Ask the venue for the exact stage dimensions, available orchestra chairs, music stands, lighting and power points before deciding the seating plan.
Prepare the orchestra layout and check every part before rehearsal: chairs, music stands, stand lights, piano stool, microphones, stands, speakers, mixer, extension leads and power strips. Bring gaffer tape and test the sound system while the room is still empty.
Set volunteer roles and brief audience guides before doors open. Plan at least one person for ticket or registration support and one person who can direct visitors to seating, the cloakroom, accessible routes and emergency exits.
Calculate catering from the confirmed attendance rather than guessing. Chill drinks in time, prepare coffee and water service before the audience arrives, and collect dietary requirements several days before ordering food.

Frequently asked questions

How far in advance should I organise an orchestra concert?: Start at least 8–12 weeks before the concert. Confirm the date, programme, venue and orchestra first; open ticket sales only after those details are stable.
How many rehearsals does an orchestra concert need?: Allow at least one full rehearsal in the concert venue, plus the rehearsals needed for the programme. Schedule the venue rehearsal early enough to fix seating, lighting, acoustics and page-turning issues.
When should I print the concert programmes?: Finalise the programme booklet at least 7–10 days before the concert. Print a small spare quantity after confirming the expected audience and checking names, running order and acknowledgements.
When should I check the hall for accessibility and emergency exits?: Check both during the venue booking process and again on the concert day. Complete the final walk-through at least 2 hours before doors open, when seating, tables and equipment are in place.

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